Types and Ways of Obtaining Information

Information
It refers to facts, data, numbers, images, documents, sound or act of a person to be
delivered to the recipient in order to explain, inform and verify that the recipient may
use such information for any particular purpose.

As defined in Merriam Webster is the knowledge obtained from investigation, study,

or instruction. It is a news, facts or data. It is something (such as a message,
experimental data, or a picture) which justifies change in a construct (such as a plan
or theory) that represents physical or mental experience or another construct.

Information
Information is news or knowledge received or given.
Information is the summarization of data.

CONTEXT
This is the circumstances that form the setting for an event, statement or idea. It is a
part of a written or spoken statement that precedes or follows a specific word or
passage, usually influencing its meaning or effect. It is the set of circumstances or
facts that surround a particular event or situation. You cannot understand what
happens without looking at the context. Without context, misinterpretation is likely
(i.e., You have misinterpreted my remark because you took it out of context.)

CONTENT
This is the information and experiences that are directed towards an end-user or
audience. Content is something that is to be expressed through speech, writing or
any of the various arts or media. It is the body of information conveyed a particular
context.

MEANING
This is the message conveyed by words, sentences, and symbols in a context. It is
only through meanings that we make sense of the information we are presented with.
WE take the context and the content and we bring meaning to it.
Context + Content = Meaning

EXAMPLE
The Dean virtually announced that beginning this coming school year, 2021-2022, out
of the usual 5 sections in all program offerings, only 1 best section will remain per
course/program due to UNIFAST issue at Higher Education Institutions.
Context: There will be reduction of section per course or program due to problem with
the UNIFAST at Higher Education Institutions.
Content: (all details included in the statement)
Meaning: Limited education

Characteristics of Information
Relevant information is information that we can use and recognize as applicable to
the decisions we make and the work we do. You can apply relevant information.

Valid information is information that is accurate, credible and well-founded. You

know that valid information has been researched and tested.
Reliable information is information that can be relied on or trusted. You can believe
in reliable information.

Factual information is something documented, established, and confirmable.

The five characteristics of high-quality information are…

 accuracy
 completeness
 consistency
 uniqueness
 timeliness
Information needs to be of high quality to be useful and accurate as well.

WAYS OF OBTAINING INFORMATION INTERVIEW

An interview is a conversation for gathering information. A research interview involves
an interviewer, who coordinates the process of the conversation and asks questions,
and an interviewee, who responds to those questions. Interviews can be conducted
face-to-face or over the telephone. The internet is also emerging as a tool for
interviewing.

WAYS OF OBTAINING INFORMATION

Interviewing – An informational interview is an informal conversation you can have
with someone who has some knowledge or information that you are curious about.
The interviewer’s goal is to discover the sought-after facts and information from a
knowledgeable person.
Observing is watching intentionally in order to discover the elements in a situation.
Someone places herself or himself in a situation to observe and record his or her
observations. When observing in order to collect information, it is important to have
an open mind to remain objective and unbiased.
Survey is a research method used for collecting data from a pre-defined group of
respondents to gain information and insights on various topics of interest. Surveys
have a variety of purposes and can be carried out in many ways. This can be done
through telephone surveys, mail surveys, email surveys, and Internet surveys.

TYPES OF INTERVIEW
Structured interviews: In a structured interview, he interviewer asks a set of
standard, predetermined questions about particular topics, in a specific order. Semi-
structured interviews: In a semi-structured interview, the interviewer uses a set of
predetermined questions and the respondents answer in their own words. The
interviewer can probe areas based on the respondent’s answers or ask
supplementary questions for clarification.
Unstructured interviews: In an unstructured interview, the interviewer has no
specific guidelines, restrictions, predetermined questions, or list of options.
Focused Group Discussion (FGD): A focus group discussion involves gathering
people from similar backgrounds or experiences together to discuss a specific topic
of interest. It is a form of qualitative research where questions are asked about their
perceptions attitudes, beliefs, opinion or ideas.

Information Dissemination means spreading of information, knowledge, or opinions

to a certain person, group or to a bigger audience. The purpose of dissemination is to
influence people's behavior, so that they will adopt or at least become aware of a new
idea, product or service which is being disseminated.
Information should be disseminated properly and accurately, but not all methods of
disseminating information can ensure reliability.

METHODS OF DISSEMINATING INFORMATION

1. A news release is a written or recorded communication directed at members
of the news media for the purpose of announcing something newsworthy.
2. A blog is a regularly updated website or web page, typically one run by an
individual or small group, that is written in an informal or conversational style.
3. E-mails are messages distributed by electronic means from one computer
user to one or more recipients via a network.
4. Text messages are written messages, often containing short forms of words,
sent from one mobile phone to another.
5. Social networking websites or social media are online platforms which people
use to build social networks or social relations with other people who share similar
personal or career interests, activities, backgrounds or real-life connections. People
can post ideas, photos and videos and re-post the posts of others. These networks
may also allow for text message like communication between users.
6. Public service announcements are messages in the public interest
disseminated without charge, with the objective of raising awareness of, and
changing public attitudes and behavior towards a social issue.
7. Door to door canvassing is a technique that is generally used for sales,
marketing, advertising, or campaigning in which the person or persons walk from the
door of one house to the door of another, trying to inform, announce, sell or advertise
a product or service to the general public or gather information.
8. Community meetings and town halls are a group method of collecting and/or
disseminating information to community members. These gatherings are used to
provide a directed but highly interactive discussion. Similar to but less formal than a
focus group, community meetings usually include a larger group. What is the best
method in obtaining and disseminating information?
What information would you like to obtain that you could get through an informational
interview, observation or survey? In one paragraph, Describe the information you are
seeking and who you would interview, observe or survey to get the information. Why
did you choose the method?

Developing and Delivering Speech

INFORMATIVE SPEECH

This is a type of speech that aims to inform the audience and not to advocate a cause
or influence people to act and think as you want them to do. The information that you
will convey will be judged based on accuracy, completeness, clarity, and
meaningfulness.

WAYS TO ORGANIZE INFORMATIVE SPEECH

CHRONOLOGICAL

Chronological: Organizing according to time. The speakers use a beginning to end

structure. These speeches are presented as their topic appears in time.
Demonstration speeches almost always follow chronological organization.
Examples:

How to Cook Adobo

How to Bake a Cake

A speech with its past, present and future TED Talk Speech:

Fast food? The true value of Chinese cooking | Vincent Yeow Lim | TEDxSydney

SPATIAL

Spatial patterns organize the speech according to how the topic actually exists in
space.

Example: For instance, if you look at a model of the urinary system, the first step is
the kidney, which then takes waste through the ureters to the bladder, which then
relies on the sphincter muscle to excrete waste through the urethra.

Sample speech:

Biology: Cell Structure

https://www.youtube.com/watch?v=URUJD5NEXC8

TOPICAL OR CATEGORICAL

A topical pattern is the most common way to structure speeches, because it is

relevant to nearly any topic or type of speech. A topical structure involves dividing
your central idea into topic categories or sub-topics that surround the main topic. You
should devote roughly the same amount of time to each category and each category
should be distinct from each other.

Example: Professor and environmental educator Nick Fuhrman talks about teaching.
Although the title speaks to “one” thing that great teachers do, Fuhrman lists four:
celebrate mistakes, appreciate difference, relay feedback, and evaluate themselves.

CAUSAL

The causal speech pattern is used to explain cause-and-effect relationships. When

you use a causal speech pattern, your speech will have two basic main points: cause
and effect. However, a causal organizational pattern can also begin with an effect and
then explore one or more causes.

Sample Speech:

Why comfort will ruin your life | Bill Eckstrom | TEDxUniversityofNevada

COMPARISON OR CONTRAST
If you intend to show the differences and similarities of an event, place, person,
things, and other concepts and objects, consider using comparison and contrast
approach. It helps the audience choose between two items being compared.

Example: There are a variety of differences between Eastern and Western

cultures.Comparing the traits of an apple and an orange.

Sample Speech:

A well educated mind vs a well formed mind: Dr. Shashi Tharoor at TEDxGateway
2013

PROBLEM – SOLUTION

Sometimes it is necessary to share a problem and a solution with an audience. In

cases like these, the problem-solution speech is an appropriate way to arrange the
main points of a speech.

Example: The problem- solution style is especially useful when the speaker wants to
convince the audience that they should take action in solving some problem. A
political candidate seeking office might frame a speech using the problem-solution
style.

Sample Speech:

ENGLISH SPEECH | BARACK OBAMA: Ignorance is NOT a Virtue (English

Subtitles)

Speakers can use a variety of different organizational patterns, including

categorical/topical, comparison/contrast, spatial, chronological, causal, and problem-
cause-solution. Ultimately, speakers must really think about which organizational
pattern best suits a specific speech topic.

TYPES OF INFORMATIVE SPEECH

SPEECH ABOUT PROCESS

This involve sequence of actions or steps that lead to a specific product or income.

Processes may involve people interacting with machines or forces of nature.

Elements of Process Speech

Input (materials), tools or forces (operate on the inputs), a sequence of steps from
start to finish, the output or product, and skills (Bovee, 2003) Process speeches are
generally chronological.

SPEECH ABOUT PROCESS

1.Give an overview or demonstrate the whole process.

1. Subgroup complicated processes for better comprehension. Make sure that

subgrouping is logically arranged. For example, when demonstrating how to cook
Italian spaghetti, you may group the procedure according to ingredients and
materials needed, actual cooking, and garnishing.

3.Review frequently to ensure that the audience is still with you.

4.Summarize the procedure.

5.Use visual aids.

SPEECH ABOUT OBJECTS

An object is something that is visible, tangible, and stable in form that can be
experienced through physical senses. Objects can be living or nonliving. Speech
organization about objects can be chronological, spatial, or topical.

(Smartphone, Covid-19, Palawan)

How Clothes Impact Your Life: Re-examining Fashion | Jennifer Millspaugh |

TEDxTexasStateUniversity

SPEECH ABOUT PEOPLE

This type of speech allows the speaker to describe how people look, act, think, feel,
have experienced, and even achieved.

People, living or dead, can be excellent topics for an informative speech. You can
speak about people who are well known or not. More often than not, a speech about
a person is setting them up as an exemplar, which is a way of describing a person or
thing that provides an excellent—or at least highly informative—model or example of
something.

3rd Grade Dropout – Rick Rigsby

SPEECH ABOUT EVENT

An event refers to anything that has happened or might happen in the future. These
speeches can be presented chronologically, by cause-effect, or by category.
Speeches about events often also include objects, processes and people covered
above. Whichever you choose, it must be consistent and logical.

SPEECH ABOUT ISSUES

An issue refers to a point or matter of discussion, dispute, and public concern. To

clarify such an issue, a speech may be delivered.

SPEECH ABOUT CONCEPT

A concept refers to beliefs, theories, principles, and ideas. One characteristic of a

concept is its abstract state. A speech about concepts can be arranged by topics or
by comparison and contrast.

MINIMALISM
Additional Tips for an Effective Informative Speech

1.Use plain language. Avoid jargon, clichés, overly complex language, and legalistic
terms unless it is totally necessary.

2.Relate to the audience. Talk to or with them not at them.

3.Do not overestimate or underestimate your audience’s knowledge about the topic.
Your main purpose is to inform.

4.Use active and concrete language over abstract. Since you are writing your speech
to inform, be clear in what you want your readers to understand.

5.Try not to read your speech. Use note cards with key words and phrases.

6.Enlighten and entertain your audience simultaneously. A happy soul absorbs more
information.

7.Practice makes perfect! And you will have more confidence when you present your
speech.

PERSUASIVE SPEECH

Persuasive speech has the primary purpose of influencing the attitudes or actions of
the audience. It is different from informative speech in many ways as shown in the
following table (Osborn & Osborn, 2006). It is different from informative speech.
Informative speech is more about telling while persuasive speech is more about
selling.

 Logos appeals to the audience’s reason building up logical reasoning.

 Ethos appeals to the speaker’s status or authority, making the audience more
likely to trust them.

 Pathos appeals to the emotions, trying to make the audience feel angry or
sympathetic, for example

Informative Persuasive
Speech Speech

TELLING SELLING
Presents Pushes for a
options choice among
options
Speaker acts as Speaker acts as
the teacher an advocate
Uses supporting Uses supporting
materials to materials to
enlighten the justify advice
audience
 Asks for little Asks for strong
audience audience
commitment commitment
Speaker’s Speaker’s
credibility is credibility is
relevant even more
important
Fewer appeals Strong appeals
to emotions to emotions
High ethical Higher ethical
obligation obligation

Four Types of Persuasive Speech

The following are the types of persuasive speech with their description.

1. Speech to Convince: In this type of speech, no direct action is needed from the
audience. Its focus is to change attitude and perception. For example, when a
president of one country asks or persuades you to believe that there are fewer
incidences of corruption in the government, he is delivering a speech to convince.

2. Speech to Actuate: In this type of speech, an action is needed from the

audience. A good example of speeches to actuate are those of the sales agents
convincing you to buy their products or politicians who ask for your vote during
the elections.

3. Speech to Inspire: In this type of speech, the audience usually shares the same
beliefs and thoughts as the speaker. Its purpose is to make the audience more
enthusiastic about something. An example of this is when a team leader
motivates her/his members to never give up and continue on doing their job no
matter how hard it is. Speaking during commencement exercises, award
ceremonies, and tribute have the purpose to inspire the audience.

4. Debates and Public Argumentation: In this type of speech, two groups of

people or two individuals discuss a certain proposition; one is ‘for’ and the other
one is ‘against.’ This can also be in a form of a meeting or panel with members
giving their own points of view.

The Persuasion Process

Understanding the process of persuasion will further develop your persuasion skills.

According to William J. McGuire, persuasion, through the Information Processing

Model, involves six steps: Presentation, Attention, Comprehension, Yielding,

Retention, and Behaviour. This model assumes that the receiver in a persuasive
communication is a problem solver or information processor.

Presentation – Involves exposure to communication

Attention – Involves attending to the message and liking it

Comprehension – Involves learning the “what” and the “how” of the message

Yielding - Involves attitude change

Involves memory storage and/or

Retention - Involves memory storage and/or argument

Behaviour – Involves acting out of desired

Impromptu Speech

The feature that distinguishes impromptu from other types of speech is time.
Impromptu speech involves unrehearsed speaking with very short time for
preparation. In fact, many of the speeches you give are impromptu. You can be
asked to speak to introduce, to thank, to inspire, to welcome, to entertain, and to
congratulate. No matter what the purpose is, all entails little time to prepare. The
challenge is how you can deliver such speech effectively.

Methods or Patterns of Organizing an Impromptu Speech

By learning one or more of these methods, you will have an easy guide to draw on
when you are asked to speak.

1. The PREP Method

Point: State your position on the topic.

Reason: State your reason for taking the position.

Example: Provide an example that helps explain your reason. Point Again:
Summarize and restate your position.

Example:

P: Impromptu Speaking is an essential skill to have.

R: Being able to speak effectively with little preparation is very empowering

E: I can remember my sister being called to speak in front of her colleagues. At first,
she struggled; but because she knows some techniques in delivering an impromptu
speech, the struggles were turned into opportunities – opportunities to showcase her
speaking skills and wit. Now, she is more confident, more vibrant, more alive, more
willing to take risks not only in speaking but also in whatever she does.

P: When a person becomes more comfortable in speaking even with less

preparation, he or she becomes empowered and stronger.
2. Point-Support-Conclusion (PSC) Method

Point: Provide your point of view, key idea, or objective.

Support: Provide stories or examples that help prove your point.

Conclusion: End by restating your point of view or key idea and by making your call
to action.

Example:

P: I would like to thank Mary for giving me this opportunity to speak to you about my
business.

S: Mary has used my services and was excited to have you hear about what I am
doing as well

C: I hope that you will consider using my services as well.

3. Past-Present-Future (PPF) Method

Point: State your Key Point

Past: Discuss what happened in the past.

Future: Tell your audience about what will or could happen in the future.

Point: Summarize by restating your key point.

Example:

P: I would like for you to consider applying to CSU

P: I was unsure if I would get in or if I would be successful here, but I will be

graduating in the spring and I already have a great job lined up.

F: I think you could be accepted and do well here too.

P: I hope you will let me help you through the application process.

Delivering Functional Speeches

No matter what the situation is, we need to consider these points:

1. Functional speeches must be brief.

2. Functional speeches almost always involve emotions.
3. Functional speeches, especially the language used, must be appropriate to the
situation. You do not want a highly entertaining speech during a funeral.

Introducing a Speaker
 - Generally, speaker introductions should not be longer than one to two
minutes. You do not need to read the full biography of the speaker. Use
the following sequence when introducing a speaker:

1. What is the topic?

2. Why is it important to the audience?
3. Why is the speaker qualified to talk about the topic?
4. Who is the speaker?

Example: Today we are talking about how to use alternatives to lecture in your
teaching. This topic is important, because students learn more when they are
involved in and actively engaged in learning activities. Our guest speaker is Dr. Abby
Crowley, CSU’s US Peace Corps Response Volunteer. Dr Crowley has 40 plus years
experience as a teacher, school Principal, and university Professor. Let’s welcome Dr.
Crowley

Welcoming Attendees and Guests

- The purpose of a welcoming address is to make the participants feel

comfortable and that their presence is appreciated. As the person
designated to welcome the guest, you stand as the representative of the
organizer. Your credibility and performance may influence how the guests
perceive the whole event. Use the following tips when welcoming the
participants:

1. Limit the speech between three to five minutes.

2. Mention the organizer, the type of participants, and the important locations and
facilities.
3. Start with a high note.
4. Describe some highlights of the event.

Example: I would like to welcome you all to the CSU freshman orientation. I would
like to thank the president and dean for making this beautiful space available to us
and for providing our lunch and opening remarks. This morning we will hear about the
various majors and supports in each of our colleges from students who are a part of
these programs. Then we will have a great lunch. In the afternoon you will be able to
take a tour of the campus and meet with your advisor. I hope that you have a
wonderful day.

Accepting and Thanking

- Use the following tips when thanking those who helped us:

1. Keep the speech short, usually not more than two minutes.
2. Do not forget to thank the award-giving organization
3. Do not forget to thank those who are instrumental to your success.

Example: I would like to thank all of you for coming to my birthday party and for the
beautiful gifts. I would especially like to than my mother for preparing all of the food
and my friend Celia for making the cake. But to all of you, I would not have reached
my 21st birthday without you, my friends and family. You make my life worthwhile and
I am so glad you are part of it. I love you all.
Wedding Wishes

- A wedding is a day of hope, love and celebration. Giving wedding wishes

to the couples need not be fancy; however, you can be creative. Here are
some tips on how you can give your warm wishes to the newlyweds:

1. Be sincere.
2. A love poem or quotation can be a good way to begin the speech.
3. Speak about your personal thoughts and relate to the couples.
4. You may use humor.

Example: Good Evening. My name is (Best Man) and on behalf of (Groom and
Bride), I would like to thank you for attending this blessed event today! I have the
honor of acting as Best Man tonight and am thrilled that I am with these two
wonderful people as they begin this new chapter in their lives. (Bride and Groom)
have each walked many miles to be here together today, and this wedding is a joy to
behold. I can speak for everyone in this room when I say we all wish you the
happiness that you deserve. We are so glad that you have found one another, and
this day is a reminder that the best is yet to come. Congratulations, (Bride and
Groom)!

EFFECTIVE WORKPLACE COMMUNICATION

Workplace Communication

Workplace communication according to Sherman (2019) is tremendously important to

organizations because few jobs are solo acts. It takes good communication to work
on a team, and good communication increases productivity and efficiency. On the
other hand, ineffective and poorly managed workplace communication leads to poor
motivation, conflict, and communication gaps between employees, which causes
confusion, wastes time, and reduces productivity (Meier, 2014).

Misunderstandings that cause friction between people can be avoided by effective

workplace communication. Effective communication, also called open
communication, prevents barriers from forming among individuals within companies
that might impede progress in striving to reach a common goal.

For organizations to function as desired, superiors and subordinates must be able to

interact clearly and effectively with each other through verbal and non-verbal
communication to achieve shared goals.

Communication Skills for Workplace Success

- The success of any organization depends on the communication that

exists between and among employees. Doyle (2020) believes that a
person’s ability to communicate effectively with superiors, colleagues, and
staff is very important, no matter what agency or organization he/she is in.
In the digital era, employees must know how to effectively convey and
receive messages personally or virtually, via phone, text, e-mail, and
social media.
The following are the communication skills that would lead you the way to success.

• Positive Feedback: Giving feedback involves giving praise and

recognition, something as simple as saying “good job” or “thanks
for taking care of that” to a co-worker can greatly increase
motivation.

• Open-Mindedness: A good communicator should enter into any

conversation with a flexible, open mind. Be open to listening to
and understanding the other person’s point of view, rather than
simply getting your message across.

• Respect for people and their ideas: People will be more open
to communicating with you if you convey respect for them and
their ideas.

• Nonverbal Communication: Your body language, eye contact,

hand gestures, and tone of voice all color the message you are
trying to convey. A relaxed and a friendly tone will make you
appear approachable and will encourage others to speak openly
with you.

• Friendliness: It is important to be nice and polite in all your

workplace communications. This is important in both face-to-face
and written communication.

• Active Listening: Being a good listener is one of the best ways

to be a good communicator. Take the time to practice active
listening. Active listening involves paying close attention to what
the other person is saying, asking, clarifying, and rephrasing
what the person says to ensure understanding.

• Clarity and Conciseness: Good verbal communication means

saying just enough. Don’t talk too much or too little. Say what
you want clearly and directly, whether you’re speaking to
someone in person, on the phone, or via text or email.

• Confidence: It is important to be confident in your interactions

with others. Confidence shows your coworkers that you believe
in what you are saying and will follow through.

• Choosing the Right Medium: An important communication skill

is to simply know what form of communication to use. Try not to
overuse electronic communication. Sometimes a face-to-face
contact works best.

• Empathy: Using phrases as simple as “I understand where you

are coming from” demonstrate that you have been listening to
the other person and respect their opinions.
Tips for Effective Workplace Communication

We communicate in different ways to different people, but we must be very careful

about the way we communicate at work.

Stephanie Wilson (nd) in her article shares some of the tips that management experts
use to improve communication. The

1. Take your emotions out of the equation. You can’t be professional if you’re angry
at your coworkers. Learn to react stoically.

2. Make employees feel like owners.

3. Trust your people. If you want to keep morale, make sure your coworkers know
you trust their instincts.

4. Understand what your coworkers are motivated by

*The desire for compensation and material things

*The need to bond with others and feel as though they belong

*The need to make sense of their environment

*The desire to defend their accomplishments

5. Give positive feedback. If you like something your co-worker does, let them know
it.

6. Respect cultural differences.

7. Revive the great lost art of conversation. Even in our modern world, face-to-face
communication can work wonders for morale.

Communication for Employment (The Cover Letter and the Resume)

Cover Letter

- A cover letter serves a vital purpose: it presents the case for why you
should be interviewed and hired and distinguishes you from other
candidates. Your cover letter is where you can show your knowledge
about and passion for the position and the company, and highlights your
most relevant qualifications.

Many employers require cover letters as part of the job application process. However,
even when an employer does not explicitly ask for a cover letter, you should send
one. A strong cover letter can make your application stand out from the others.
Remember to customize you letter by:
✓ Addressing the letter to the appropriate person in the organization;

✓ Highlighting your relevant qualifications and experiences;

✓ Explaining anything unusual on your resume that may catch the employer’s
attention; ✓ Making sure your letter is perfectly edited with no errors.

Cover Letter Writing Tips

- Cover letters are a great opportunity to cover qualifications you can’t fully
explain in your resume. Also, they help personalize job applicants to
enable them to come across more as real people to potential employers.
To take advantage of a cover letter’s full potential, follow these steps
below proposed by Hockstra (2020).

1. Include a salutation. The greeting you choose depends on how much

information you have about the company. Figure out the name of the hiring
manager. This detail makes a huge difference. It makes your letter a picture
perfect, and shows the hiring manager that you care about this opportunity
enough to figure out to write to.

Look up for the company’s employee roster to make an educated guess as to who
will be reading your cover letter. Even if you are incorrect, it is better than using “To
whom it may concern” or “Dear Hiring Manager.”

Use “Dear” and their formal title. Make sure to use the hiring manager’s proper title
like Mr., Ms., or Dr. If you cannot tell from their name what the manager’s gender is,
address it to their full name.

Ending the salutation with a comma is typically all right, but if you want your letter to
be more formal, use a semi-colon.

2. Write the first paragraph of your letter. This is where you will mention the job for
which you are applying and how you found the job listing. It only needs to be 1 to
2 sentences in length.

3. Write the body paragraphs of your letter. Most cover letters will only have 1 or 2
body paragraphs. You don’t want to overwhelm the hiring manager or use up a
great deal of their time.

Make sure to talk about…

Why you are a qualified candidate for the position.

What work experience you have that fits the listed job requirements.

Why you want to work for that company specifically.

What tangible actions and improvements you could make in this role.
4. Write the final paragraph of your letter. This is where you wrap up. You may
emphasize why you would be great in this position. Reiterate why you’re a perfect
fit. Sum your qualifications up in one compact sentence to remind the manager
why you are the best person to hire. You may also ask about how you should
proceed with your application. You can tell the manager that you look forward to
meeting with him/her to discuss the job and your qualifications further. Give your
contact information. Include your email address and phone number to make sure
the manager can get in touch with you. Mention any attachments you have
included. Always end with a thank you.

5. End your cover letter with a respectful closing statement. “Best” or “Sincerely” are
both classic options. Then, type your full name and affix your signature.

Effective Business Letters

- A business letter is not effective if it is impersonal, long winded and difficult

to understand; when the writer utilizes overused, trite phrases and
expressions and an over-formal approach; when one or more of the
following elements considered essential for standard business letters are
missing: heading, inside address, salutation, body (text), complimentary
closing, and signature; and finally, when the lay out, that is, its visual
appeal and balance does not follow the standard one.

What Writing Materials To Be Used?

✓ Business Letters are always written on an 8’’x11’’/8.5x11 stationary or short

bond paper.

✓ The paper must be white, clean, unruffled, unfolded and of sufficient weight
and thickness.

✓ Its surface must not be glossy to avoid running or blurring ink.

✓ It should also be free from finger prints and other marks.

✓ As a rule, the writing material should not show cheapness or extravagance.

Font Styles

✓ For encoded letters, the widely accepted font is Times New Roman, size 12.

✓ The letter should be free from erasures or marks of correction fluid.

Margin and Spacing

✓ The left margin is 1.5 inches while the right margin is 1 inch.

✓ the top margin is pegged at 1 inch.

✓ the bottom margin 1 inch.

✓ double spacing is observed between parts of the letter.

Format

✓ refers to the indention, margins spacing typeface, headings, page numbering, and
division of letter sections.

Three known formats for business letter writing:

• Semi- block

• Full-block

• Modified block

Main parts of business letter

I. HEADING
II. INSIDE ADDRESS
III. SALUTATION
IV. BODY
V. COMPLIMENTARY CLOSING
VI. SIGNATURE

A. Heading

- Tells the source of the letter and the date it was written.

- It also furnishes the addressee of the contract information of the letter-

sender especially if the letter merits a response.

Two Kinds of Heading

1. Conventional Heading

2. Modern heading

• Conventional Heading

• When the letter-senders are not connected with any agency or

their letters have nothing to do with their agency.

• The heading contains the residential address of the writer.

• It makes use of two, three or four lines, usually three lines.

FOR:

Semi-block- it is located at the right side.

Modified or full block- it is flushed at the left margin of the letter.

First line

• Usually contains the number of the house and the name of the
street.

• This line should not be preceded by an asterisk or any other

symbols.

• Numbered streets 10 and below are spelled out, they are typed
as figures.

Second line

• contains the name of the city and the province or the town and the province.

Ex. Allacapan, Cagayan

Tuguegarao, Cagayan

Tuguegarao, Philippines

Third line

• contains the date when the letter was written.

Ex. December 18, 2009(American English Style) or

18 December 2009 (British English Style)

3. Modern Heading

• composed of the letterhead and the dateline, this kind of heading is used when
letters have bearing with agencies concerned.

B. Inside Address

This part contains pertinent information regarding the addressee. This includes the
name, title, position, agency, and the business address of the agency. It also serves
as an aid in case the envelope be damaged and the outside address becomes
unreadable.

-three to four lines are normally used.

- Regardless of the style of the letter, it should be left justified.

First line- Title and name of addressee

Second line- Position
Third line- Company Name
Fourth Line- Company Address
C. Salutation

• this part is traditionally known to be the greeting of the letter

• The choice of the salutation depends upon the relationship of letter-sender to the
addressee. If they are close, the intimate salutations punctuated by a comma can be
used.

The salutation “Sir” should be reserved for official and military letters. It can also be
used to address somebody who is holding much higher position than the writer.

• Body

This is the most important part of the letter for it carries the message or the main text
of the sender to the addressee. Because of its importance, it should be made clear,
concise, complete and concrete. Its contents should be readily understood by the
reader. Its grammar, punctuation marks and word choice should be correct since
these contribute to the clarity of the message.

• Complimentary Close

Other books refer to this as complimentary closing, complimentary ending, or plain

closure. This is like saying goodbye. Since its partner is the salutation, it should jibe
with it in terms of tone, either most formal, formal, less formal, or friendly. It begins at
the same horizontal point as the heading. It ends with a comma when the style used
is either mix or close punctuation styles, it always begins with a capital letter.

Salutation Complimentary Close

Sir

My dear Sir

Gentleman

Madam

My dear Madam

Ladies Yours truly

Dear Sir

Dear Mr. Egipto

My dear Mr. Egipto

Gentleman

Dear Madam

Dear Dr. Egipto

My dear Mrs. Egipto

Ladies Yours very truly Very truly yours

Dear Mr. Egipto

Dear John

Dear Ms. Ayonayon Sincerely yours

Yours sincerely

Very sincerely yours

Cordially yours

Sincerely

Note: Respectfully yours and Yours respectfully are used only to address politicians
occupying key positions in the government and when letters are highly formal.

F. Signature

This refers to the handwritten as well as the typewritten signatures of the sender. This
authenticates the letter. The signature might also include the position of the sender,
the agency and the contact number when these are not specified in the heading. In
this case the lines become three or four.

ATTY. JUAN DELA CRUZ, PhD

Director, Human Resource Development Office

Cagayan State University – Carig Campus

This part of the letter is used to authenticate the statements in the body; that these
came from the volition of the sender, thus taking responsibility of all these, hence, the
signature. The encoded or typewritten name of the sender can either be

Written in capital letters or a combination of upper and lower cases while the
handwritten signature can be written in blue or black ink, preferably black.

Note: Never use in any circumstances stamped signature because it is a marked

discourtesy.

RESUMES

A resume is a document created by an applicant to present his/her background, skills,

and accomplishments. Resumes can be used for a variety of reasons, but most often
they are used to secure new employment.

A typical resume contains a ”summary” of relevant job experience and education.

The resume is usually one of the first items, along with a cover letter and sometimes
an application for employment, which a potential employer sees regarding the job
seeker and is typically used to select applicants, often followed by an interview.

Resumes may be organized in different ways. The free encyclopedia shares us some
of the more common resume’ formats:

1. Reverse chronological resume

• A resume that lists a candidate’s job experiences in chronological order,

generally covering the previous 10 to 15 years. Positions are listed with
starting and ending dates. Current positions on a resume typically list the
starting date to the present.

2. Functional resume

• A resume that lists work experience and skills sorted by skill area or job
function.

3. Combination resume

• As the term suggests, this combines the features of the first two kinds of resumes.
As such, this highlights job history as well as capabilities. Although there is no hard
and fast rule regarding resume layout or content,

The contents should include the following:

 Personal Information
 Educational Qualifications
 Employment Records
 Summary of Skills and Abilities
 Membership/Officership in Professional Organizations
 Character References

4. Online resume

The search for employment today has become more electronic. It is common for
employers to accept resume’s electronically sent, either out of practicality or
preference. Many employers now find candidates’ resume’s through search engines.
This has changed much about the manner in which resume’s are written, read, and
processed.

5. Infographic, video and website resume’s

As the Internet becomes more driven by multimedia, job-seekers have sought to take
advantage of the trend by moving

Their resume’s away from the traditional paper and email media to website or e-
resume’s.Video and infographic resumes have gained popularity, though mainly in
the creative and media industries.

Reminders in Writing Resumes

O Do not write the word RESUME in the heading. O Arrange the parts
of the resume according to your purpose.

O Try not to have “character references available upon request” o Be

emphatic by using more than one font type, but never overuse them. O Use
appealing font style with readable size. O Properly format headings, margin and
spacing. O Affix your signature to authenticate its content.

 Include your latest photo. O Use high quality paper for printing

MEMORANDUM

Memorandum, more commonly known as a memo, is a short message or record

used for internal communication in an agency, company, or business. Since the
introduction of e-mail and other forms of electronic messaging, memorandums have
declined in use; but, being able to write clear memos certainly can serve you well in
writing internal business emails, as they often serve the same purpose. A
memorandum may have a format specific to an office or institution.

In as much as memos are a vital means of information dissemination and a great way
to communicate big decisions or policy changes to your employees or colleagues, it
is important that you take the time to craft a good memo so your message comes
across how you want it to.

Types of Memorandum

1. Memorandum that requests. This document asks a favor. Because you are
asking for something, you should be courteous and respectful.

2. Memorandum that responds. It is used when there is a prior document that

needs a response. As such, you start with a summary of the previous document
followed by your responses arranged according in the order of the original
requests..

3. Memorandum that informs. This is used to state, explain, or clarify a policy,

issue and others.

HEADING OF A MEMORANDUM

A sample heading would look like:

TO: Name ad Job title of the recipient

FROM: You name and job title

DATE:Complete date when the memo was written

SUBJECT: (or RE What the memo is about (highlighted in some way)

THE JOB INTERVIEW

A job interview is a conversation between an applicant and a representative of an

employer to assess an applicant. It is one of the most popularly used procedures for
the selection of an employee. Interviews depend on the extent to which the questions
are structured, from an unstructured and free-wheeling conversation, to a structured
interview in which an applicant is asked a pre-arranged list of questions in a specified
order. Structured interviews are usually more accurate predictors of which applicants
will make suitable employees, according to research studies.

Job Interview Tips

• Read and review the job description
• Research the Company
• Wear the Right Clothes
• Plan your Journey to the Job Interview
• Make a Great First Impression